Future vision d1100 seminar 8 nov 2012

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Future vision d1100 seminar 8 nov 2012

  1. 1. District 1100Rotary Foundation Seminar 8 November 2012 District Rotary Foundation Seminar
  2. 2. IntroductionDG David Houghton District Rotary Foundation Seminar
  3. 3. Transition to Future Vision Also known as The New Grants Model District Rotary Foundation Seminar
  4. 4. SUPPORTINGDOCUMENTATION District Rotary Foundation Seminar
  5. 5. Seminar Objectives District Rotary Foundation Seminar
  6. 6. Seminar Objectives•Need for Future Vision changes District Rotary Foundation Seminar
  7. 7. Seminar Objectives•Need for Future Vision changes•Provide update on Future Vision District Rotary Foundation Seminar
  8. 8. Seminar Objectives•Need for Future Vision changes•Provide update on Future Vision•How to obtain Club Qualification for Future Vision grants District Rotary Foundation Seminar
  9. 9. Seminar Objectives•Need for Future Vision changes•Provide update on Future Vision•How to obtain Club Qualification for Future Vision grants•Documentation required for Club Qualification District Rotary Foundation Seminar
  10. 10. Need for Future Vision Plan• Immense growth of projects with imbalance of emphasis• Need to streamline operations• Improve efficiency• Achieve greater impact and recognition District Rotary Foundation Seminar
  11. 11. Benefit of Future Vision Plan• Simplier structure, improve efficiency• Increased use of District Designated Funds for District Grants (up to 50%)• Monitoring and evaluation (achieve greater impact and recognition)• Immense growth of projects with inbalance of emphasis District Rotary Foundation Seminar
  12. 12. What is changing under Future Vision• Ambassadorial Scholars• Group Study Exchange• Matching Grants District Rotary Foundation Seminar
  13. 13. What is changingunder Future Vision Ambassadorial Scholars District Rotary Foundation Seminar
  14. 14. What is changingunder Future Vision Group Study Exchange Renamed Vocational Training Teams District Rotary Foundation Seminar
  15. 15. What is changingunder Future Vision Matching Grants District Rotary Foundation Seminar
  16. 16. Future Vision Plan Goals• Simplify programmes and processes• Focus service efforts to increase impact• Support global and local efforts• Increase sense of ownership for districts and clubs• Enhance Rotary’s public image District Rotary Foundation Seminar
  17. 17. Areas of Focus• Peace and conflict prevention/resolution• Disease prevention and treatment• Water and sanitation• Maternal and child health• Basic education and literacy• Economic and community development District Rotary Foundation Seminar
  18. 18. Foundation MissionTo enable Rotarians toadvance worldunderstanding, goodwill,and peace through theimprovement of health,the support of education,and the alleviation ofpoverty District Rotary Foundation Seminar
  19. 19. Support for FoundationFoundation needs your support through:-•Every Rotarian Every Yearand•A suggested target of $100 per memberand•A suggested target of $1000 per club forEnd Polio Now District Rotary Foundation Seminar
  20. 20. New Grant ModelDistrict GrantsGlobal GrantsPackaged Grants District Rotary Foundation Seminar
  21. 21. District Grants• Single “block” grant awarded annually• Local or international activities, including Vocational Training Teams and Scholars• Local decision making with broader guidelines• Smaller activities and projects District Rotary Foundation Seminar
  22. 22. District Grants TimingMarch-June 2013Clubs supply brief details of projects[Club name, Brief project description, Amount]July 2013District Applies for District Grant District Rotary Foundation Seminar
  23. 23. Global Grants• Long-term projects• Sustainable outcomes• Larger grant awards aligned with areas of focus• Suitable for projects costing from 30,000USD District Rotary Foundation Seminar
  24. 24. Packaged Grants• Allows Clubs and Districts to work with strategic partners to implement predesigned projects District Rotary Foundation Seminar
  25. 25. Club Qualification• Qualification provides clubs with controls to meet Foundation requirements and to manage grant-funded activities.• Clubs need to qualify before applying for global and packaged grants. District Rotary Foundation Seminar
  26. 26. Club Qualification• Attend a District Seminar on Future Vision.• Complete the Memorandum of Understanding (MOU) District Rotary Foundation Seminar
  27. 27. MEMORANDUM OF UNDERSTANDING1. Club Qualification2. Club Officer Responsibilities3. Financial Management Plan4. Bank Account Requirements5. Report on Use of Grant Funds6. Document Retention7. Reporting Misuse of Grant Funds District Rotary Foundation Seminar
  28. 28. MEMORANDUM OF UNDERSTANDING Club QualificationAgree to implement the financial and stewardshiprequirements in this memorandum ofunderstanding (MOU) provided by The RotaryFoundation (TRF) and to send at least one clubmember to the district’s grant managementseminar each year. District Rotary Foundation Seminar
  29. 29. MEMORANDUM OF UNDERSTANDING Club QualificationDistrict may also establish additional requirementsfor club qualification. District Rotary Foundation Seminar
  30. 30. MEMORANDUM OF UNDERSTANDING Club Officer Responsibilities1 Appoint at least one club member to implement, manage and maintain club qualification. District Rotary Foundation Seminar
  31. 31. MEMORANDUM OF UNDERSTANDING Club Officer Responsibilities2 Ensuring that all TRF grants adhere to stewardship measures and proper grant management practices. District Rotary Foundation Seminar
  32. 32. MEMORANDUM OF UNDERSTANDING Club Officer Responsibilities3 Ensuring that all individuals involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest District Rotary Foundation Seminar
  33. 33. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe club must have a written financialmanagement plan to provide consistentadministration of grant funds. District Rotary Foundation Seminar
  34. 34. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe financial management plan mustinclude procedures toA. Maintain a standard set of accounts, which includes a complete record of all receipts and disbursements of grant funds District Rotary Foundation Seminar
  35. 35. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe financial management plan mustinclude procedures toB. Disburse grant funds, as appropriate. District Rotary Foundation Seminar
  36. 36. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe financial management plan mustinclude procedures toC. Maintain segregation of duties for handling funds. District Rotary Foundation Seminar
  37. 37. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe financial management plan mustinclude procedures toD. Establish an inventory system for equipment and other assets purchased with grant funds, and maintain records for items that are purchased, produced, or distributed through grant activities. District Rotary Foundation Seminar
  38. 38. MEMORANDUM OF UNDERSTANDING Financial Management PlanThe financial management plan mustinclude procedures toE. Ensure that all grant activities, including the conversion of funds, comply with local law. District Rotary Foundation Seminar
  39. 39. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsIn order to receive grant funds, the clubmust have a dedicated bank account thatis used solely for receiving and disbursingTRF grant funds District Rotary Foundation Seminar
  40. 40. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsA. The club bank account must 1. Have a minimum of two Rotarian signatories from the club for disbursements 2. Be a low- or noninterest-bearing account District Rotary Foundation Seminar
  41. 41. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsB. Any interest earned must be documented and used for eligible, approved grant activities, or returned to TRF. District Rotary Foundation Seminar
  42. 42. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsC. A separate account should be opened for each club-sponsored grant, and the name of the account should clearly identify its use for grant funds. District Rotary Foundation Seminar
  43. 43. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsD. Grant funds may not be deposited in investment accounts including, but not limited to, mutual funds, certificates of deposit, bonds and stocks. District Rotary Foundation Seminar
  44. 44. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsE. Bank statements must be available to support receipt and use of TRF grant funds. District Rotary Foundation Seminar
  45. 45. MEMORANDUM OF UNDERSTANDING Bank Account RequirementsF. The club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories . District Rotary Foundation Seminar
  46. 46. MEMORANDUM OF UNDERSTANDING Report on Use of Grant FundsThe club must adhere to all TRF reportingrequirements.Grant reporting is a key aspect of grantmanagement and stewardship, as it informsTRF of the grant’s progress and how fundsare spent. District Rotary Foundation Seminar
  47. 47. MEMORANDUM OF UNDERSTANDING Document RetentionThe club must establish and maintain appropriaterecord keeping systems to preserve importantdocuments related to qualification and TRF grants.Retaining these documents supports transparencyin grant management and assists in thepreparation for audits or financial assessments. District Rotary Foundation Seminar
  48. 48. MEMORANDUM OF UNDERSTANDING Document RetentionDocuments that must be maintained include:1. Bank information, including copies of past statements2. Club qualification documents including a copy of the signed club MOU District Rotary Foundation Seminar
  49. 49. MEMORANDUM OF UNDERSTANDING Document RetentionDocuments that must be maintained include:3. Documented plans and procedures, including: a. Financial management plan b. Procedure for storing documents and archives c. Succession plan for bank account signatories and retention of information and documentation District Rotary Foundation Seminar
  50. 50. MEMORANDUM OF UNDERSTANDING Document RetentionDocuments that must be maintained include:4. Information related to grants, including receipts and invoices for all purchases.5. Any other relevant document. District Rotary Foundation Seminar
  51. 51. MEMORANDUM OF UNDERSTANDING Document RetentionB. Club records must be accessible and available to Rotarians in the club and at the request of the district. District Rotary Foundation Seminar
  52. 52. MEMORANDUM OF UNDERSTANDING Document RetentionC. Documents must be maintained for a minimum of five years, or longer if required by local law. District Rotary Foundation Seminar
  53. 53. MEMORANDUM OF UNDERSTANDING Reporting Misuse of Grant FundsThe club must report any potential and realmisuse or mismanagement of grant funds tothe district.This reporting fosters an environment in theclub that does not tolerate the misuse ofgrant funds. District Rotary Foundation Seminar
  54. 54. MEMORANDUM OF UNDERSTANDING Authorization and AgreementThis memorandum of understanding is anagreement between the club and the district andacknowledges that the club will undertakemeasures to ensure the proper implementation ofgrant activities and proper management ofFoundation grant funds. By authorizing thisdocument, the club agrees to comply with all of theconditions and requirements of the MOU. District Rotary Foundation Seminar
  55. 55. MEMORANDUM OF UNDERSTANDING Authorization and AgreementOn behalf of the Rotary Club of _____, theundersigned agree to comply with all of theconditions and requirements of the MOU forRotary year ________ and will notify RI District 1100of any changes or revisions to club policies andprocedures related to these requirements.Signed…………………… …………………….. Club President Club President-Elect District Rotary Foundation Seminar
  56. 56. SUBMISSION OF SIGNED MOUClub MOUs, with both signatures should be sent to The District Foundation Chairman:-E-mail - martin.perry@tesco.netOr post69 New Street, Ledbury, HR8 2EBRetain a copy for your records! District Rotary Foundation Seminar
  57. 57. SUMMARYTrain, Qualify & Prepare 2012-13• Appoint a club Rotary Foundation committee chair• Attend a District Training Seminar• Complete training to qualify your club• Sign MOU and send to District Foundation Chairman District Rotary Foundation Seminar
  58. 58. Remember• Foundation needs your support through:-• Every Rotarian Every Yearand suggested targets of• $100 per memberand• $1000 per club for End Polio Now District Rotary Foundation Seminar
  59. 59. Resources• www.rotary.org/futurevision• learn.rotary.org• Rotary Grant News (sign up)• Rotary Future Vision News (sign up) District Rotary Foundation Seminar
  60. 60. Member Access District Rotary Foundation Seminar
  61. 61. Questions? District Rotary Foundation Seminar

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